Privacy Policy

Last updated: 29 June 2026

This policy explains what personal data the Helms coaching app (“the App”, “we”) collects, why, how it is used, and the rights you have over it. The App is also distributed under individual coach brands; the same policy applies to all of them, as they run on one shared platform.

1. Data we collect

• Account & contact information — your name, email address and, if you or your coach provide it, a phone number, used to create your account, route you to your coach, and send service email.
• Health & fitness data — daily check-in values such as steps, body weight, resting heart rate, sleep, heart-rate variability, energy, mood, training and nutrition adherence; blood-work results you or your coach upload; progress measurements.
• Apple Health (HealthKit) — on iOS, with your explicit permission, the App reads steps, body weight, resting heart rate and sleep only to pre-fill your daily check-in. You review and edit every value before it is sent. The App never writes to Apple Health, and HealthKit data is never used for advertising or shared with third parties for advertising.
• User content — check-in notes, messages to your coach, progress photos, workout logs and food logs you create in the App.
• Identifiers — a user/account id used to operate the service.

We do not use any of this data for tracking across other companies’ apps or websites, and we do not sell your data.

2. How your data is used

• To provide coaching: your data is shared with your coach (and coaches on their team) so they can review check-ins, set programs, and message you.
• To operate the App: authentication, syncing your data, and sending transactional email (e.g. check-in reminders, booking confirmations).
• We do not use your data for advertising or for automated decisions with legal effects.

3. Legal basis (UK/EU GDPR)

We process your data to perform the coaching contract you (or your coach) have entered into, on the basis of your consent for Apple Health access and other optional features, and for our legitimate interest in operating and securing the service. Health data is special-category data and is processed with your explicit consent and for the provision of the coaching service.

4. Sharing & processors

Your data is stored on infrastructure we control and is logically separated per coaching business. We use a small number of service providers strictly to run the App:

• Hetzner — hosts the servers and database (Germany/EU).
• Cloudflare R2 — stores files such as progress photos and uploaded media.
• Resend — sends transactional email on our behalf.
• Cal.com (self-hosted) and Google — handle session booking and calendar/meeting links, if your coach uses booking.
• Anthropic — powers optional AI features. If you turn AI features on, content you choose to share — a meal photo for calorie estimation, a lab-results PDF for blood-work extraction, or the transcript of a check-in voice/video note — is sent to Anthropic for analysis; your coach's roster analytics and assistant features may also send data. No name, email or account identifier is sent. AI is off by default, you opt in, and you can turn it off any time. It is not used to train models.
• Groq — transcribes coach feedback video clips into text, and, for clients who have opted in to AI features, your optional check-in voice/video notes and message voice notes.

We do not sell personal data or share it with advertisers.

5. Data retention

We keep your data for as long as your account is active. When you delete your account, your data is permanently removed (see below). Backups are retained on a short rolling schedule and then overwritten.

6. Your rights — access, export & deletion

• Export: in the App, go to More → Export my data to download a copy of your data.
• Delete: in the App, go to More → Delete my account. This permanently deletes your account and all associated data (check-ins, logs, photos, messages, uploaded files). This cannot be undone. No external step is required.
• You also have the right to access, correct, restrict or object to processing, and to lodge a complaint with your data protection authority (in the UK, the ICO).

7. Children

The App is intended for adults (18+) working with a coach and is not directed at children.

8. Security

Data is encrypted in transit. Access is restricted so each coaching business can only see its own clients’ data. Passwords are stored hashed.

9. Changes

We may update this policy; material changes will be reflected by the “Last updated” date above.

10. Governing law

This policy and any dispute relating to it are governed by the laws of Scotland.

11. Contact

Questions or data requests: admin@usehelms.com.